1. Introduction
The parish of Hawley (“we”, “our”, “us”) respects your privacy and is committed to safeguarding your personal information in compliance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We collect, store, and process personal data both electronically and in paper format, ensuring compliance with data protection regulations.
2. Types of Data We Hold
We categorize the data we hold into two types:
Statutory Data
Records required by law, including:
- Electoral Roll.
- Gift Aid Tax returns.
- Baptism, Marriage, and Death records.
- Safeguarding documentation.
Non-Statutory Data
Information necessary for parish activities, including:
- Membership lists of church groups.
- Records of individuals participating in events (e.g., pilgrimages) and hall bookings.
- Other data relevant to parish operations.
3. How We Use Your Data
We use your personal data for the following purposes:
- To manage church services, sacraments, and events.
- To provide pastoral care and support.
- To administer donations and financial contributions.
- To communicate about church activities.
- To manage hall bookings.
- To comply with legal obligations.
4. Legal Basis for Processing
We process personal data under the following legal grounds:
- Consent (for newsletters and optional communications).
- Legal Obligation (for statutory records such as Gift Aid).
- Legitimate Interest (for maintaining parish records and organising activities).
- Contractual Necessity (for hall bookings and event registrations).
5. Data Protection Principles
All data held by the church must be:
- Relevant and not excessive for its intended purpose
- Securely stored
- Retained only as long as required (Gift Aid records: 6 years, Electoral roll: reviewed annually).
Furthermore:
- We may share personal data with trusted third parties where necessary for our activities, legal obligations, or safeguarding responsibilities, and always in accordance with UK data protection law.
- We may use third-party service providers such as website hosting, email, and analytics services. These providers process personal data on our behalf and are required to protect it.
- Our website may use cookies or similar technologies to improve functionality and understand how the site is used. You can manage your cookie preferences via your browser settings.
6. Data Security
We take appropriate technical and organisational measures to protect personal data.
We take particular care when processing information relating to children and vulnerable individuals.
7. Your Rights
Under UK data protection laws, you have the right to:
- Request a list of personal data held about you (provided within one month).
- Correct any inaccuracies in your data.
- Request deletion of non-statutory data (note: this may impact communication from church groups).
- Withdraw consent for processing where applicable.
- Object to processing under certain circumstances.
8. Contact & Complaints
For any questions or concerns regarding GDPR compliance, please contact privacy@parishofhawley.org.uk
If you are dissatisfied with our handling of your data, you can contact the Information Commissioner’s Office (ICO) at www.ico.org.uk.
9. Policy Updates
We may update this policy from time to time. The latest version will always be available on our website.
Last updated: 01 May 2026